Rules don't "move" rather they "copy"

[Guest]

I have Outlook 2003, using MS Small Business Server to host exchange (which
checks on a POP account as well). I have 4 subfolders set up in the Outlook
"IN" box. I use Rules to redirect all my email to my blackberry. That works
fine. Then I use Rules to "move" newsletters etc into a News subfolder. The I
use Rules to "move" invoices and bills to another subfolder. And lastly, I
use Rules to "move" emails addressed to one email address into one subfolder,
and another rule to "move" emails addressed to my other main email address to
another subfolder. So, in essence my Rules first redirect all emails to my
BB, then filter out my news items and invoices (regardless of which email
address received them) into subfolders, then separate my business emails
(based on exchange email address) into one folder and my personal emails
(based on POP account address) into another. I have reviewed my rules over
and over again and have thought through the logic of the order of the rules.
Everything looks fine except that all my invoices and news items are copied
into their respective subfolders rather then being "moved", thus my business
and personal subfolders get duplicates of all these items even though they
are supposed to be filtered out before the last 2 Rules are applied to the IN
box. I am completely confounded. Help. Thanks.

 

[neo [mvp outlook]]

Are you using the stop processing more rules on any of your inbox rules?
(w/out it, you will see what you are describing as Outlook makes a copy and
then lets the next rule operate on it.)

 

[Guest]

First off It seems a little non-intuitive that Outlook would do that without
letting the user know. But anyway, I looked into the Rules Dialog box and
also into the Rules wizard for each Rule and cannot find this option that you
mention. Also, assuming I find it with your help, do you mean that I should
turn on the feature that does actually "stop processing more rules"? As
mentioned this work around seems contradictory to the fact that the rules run
in order and if an email is supposed to be moved by say Rule #1, then Rule #4
can't possibly apply to it. I understand the difference and priorities of
Client based vs Server based rules and all of my rules are server based for
that reason.
Thanks

 

[neo [mvp outlook]]

The stop processing more rules checkbox will be in the same section where
you selected the move it to folder checkbox. So yes, this option should be
checked to stop the duplication of messages you are seeing.

I understand your frustration that it seems non-intuitive, but the design of
Outlook is that it will apply all rules to a message in the order they are
listed unless it hits the stop processing flag. Therefore when it matches 2
or more rules, each get a shot at the message.

 

[Guest]

Thanks, that should work, but won't know til tomorrow when a new slate of
news items come in.